HomeMy WebLinkAboutAGENDA REPORT 2020 0603 REG CCSA ITEM 10KCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of June 03, 2020
ACTION Adopted Resolution No. 2020-
3918.
BY B.Garza.
K. Consider Resolution Amending the Fiscal Year 2019/20 Budget by Appropriating
$24,000 from Various Landscape Maintenance Districts for Irrigation Controller
Installation and Programming. Staff Recommendation: Adopt Resolution No.
2020-3918, amending the Fiscal Year 2019/20 budget for Irrigation Controller
Installation and Calibration. (ROLL CALL VOTE REQUIRED) (Staff: Jeremy
Laurentowski)
Item: 10.K.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director
DATE: 06/03/2020 Regular Meeting
SUBJECT: Consider Resolution Amending the Fiscal Year 2019/20 Budget by
Appropriating $24,000 from Various Landscape Maintenance
Districts for Irrigation Controller Installation and Programming
EXECUTIVE SUMMARY
Staff was recently notified by Hydropoint Data Systems (Hydropoint) that the majority of
the existing WeatherTRAK Et Pro2 (Pro2) controllers that were installed in 2011 in the
Landscape Maintenance Districts (LMD’s) and Parks were manufactured with 2G
cellular technology. With the upgrade of cellular signals to 4G/5G it is anticipated that
2G signals will be obsolete in 2020. WeatherTRAK controllers receive real time
weather data from Hydropoint’s system software, which allows the controllers to adjust
irrigation schedules daily to reduce overall irrigation water use. In order to maintain the
water saving functions of the central irrigation system, the Pro2 controllers will need to
be upgraded to WeatherTRAK Et Pro3 (Pro3) controllers before the discontinuance of
2G signals. Unfortunately, the existing controllers were manufactured with the cellular
technology integral to the unit, requiring a complete replacement of the unit.
Fortunately, the cost of the controller replacements is covered by the ten-year warranty
the City purchased with the units. However, the warranty does not cover the cost to
install and program the upgraded units. The majority of the funding needed to upgrade
the park controllers is already included in the fiscal year (FY) 2019/20 budget. Staff is
requesting funding for the equipment upgrades and programming in the Landscape
Maintenance Districts (LMDs). In addition to upgrading and programming the
replacement controllers, staff recommends installing new Pro3 controllers at Miller Park
and Arroyo Vista Community Park (AVCP) to complete the central irrigation system
capital improvement project (C0019), which is already budgeted in FY 2019/20.
BACKGROUND
In 2011, the City Council authorized the purchase of forty-four Pro2 irrigation controllers
manufactured by Hydropoint to be installed at several City parks and LMD’s. During the
design process, it was determined that only 31 of the controllers would actually be
Item: 10.K.
661
Honorable City Council
06/03/2020 Regular Meeting
Page 2
installed during the first phase of this project. This was due to the fact that several of
the existing solar controllers could not be replaced without additional costs to install
larger solar arrays to handle the electrical demands of the new controllers. Additionally,
several of the existing controllers irrigated very small landscape areas, or areas
consisting of mature drought tolerant landscaping. Since the cost recovery for these
controllers exceeded 15 years, it was determined that these controllers would be
replaced at a future date once the controllers exceeded their life expectancy.
Ultimately, four controllers were installed in two City parks (Mammoth Highlands Park
and Peach Hill Park), and 27 controllers were installed in several LMD’s (Zone’s 2, 5,
10, 12, 15 and 22).
The total cost for the first phase of this project was $315,291. This included the cost for
the field controllers, new controller enclosures and additional irrigation equipment, such
as master valves, flow meters and rain shut-off devices. These devices are necessary
to shut down the irrigation system during inclement weather. They also sense flow
through the system and will shut down the controllers when the flow meter senses a
high flow reading, such as a mainline break, stuck valve or broken irrigation head. The
irrigation industry typically recognizes that 2-5% of annual water use results from
malfunctioning irrigation systems.
The primary advantage of the WeatherTRAK controllers is their ability to receive real-
time weather and evapotranspiration (ETo) data via HydroPoint’s system software and
adjust irrigation schedules on a daily basis to reduce overall irrigation water use.
Evapotranspiration (ETo) is the amount of evaporation (water loss from surfaces such
as soil), and transpiration (water loss from vegetation) to the atmosphere. In simple
terms, it is the amount of water that is lost to the environment, primarily due to weather
conditions. The annual ETo in Moorpark is relatively constant due to the fact that the
average weather conditions in Moorpark do not necessarily fluctuate from year to year.
However, as precipitation decreases, most non-native plants require supplemental
irrigation to make up the deficit of the water that is lost. The advantage to weather-
based irrigation systems is that they are able to supplement the water loss only when it
is needed, not on a continual basis, resulting in water savings.
In 2014, staff presented an analysis to the City Council of the HydroPoint system and
the City’s overall water consumption in the LMD’s and parks where the controllers were
installed. A baseline of water use was established utilizing water use data from FY
2010/11, as this was the last full year that the City’s complete water use was tracked
prior to the installation of the HydroPoint System. It was determined that the City saved
approximately 18% in irrigation water use in FY 2011/12 and 11% in FY 2012/13, an
average of approximately 14.5%. Since 2014, the City’s water use has equalized.
Changes in water use are now generally related to changes in weather.
662
Honorable City Council
06/03/2020 Regular Meeting
Page 3
In terms of cost savings, an 18% reduction in water use was equivalent to
approximately 15,358 HCF or 11,487,748 gallons of water. In FY 2010/11, the City
spent $311,228 in water in the LMD Zones and parks where the WeatherTRAK
controllers were installed. In FY 2011/12, the City spent $288,468, resulting in a direct
cost saving of $22,760. Even though the City reduced irrigation water use by
approximately 18% due to the installation of the WeatherTRAK controllers, the City only
saved approximately 7.3% in direct water costs due to relatively proportionate water
rate increases at that time. In 2011, the Ventura County Board of Supervisors (Board)
approved a 12% rate increase and tier allocation adjustment; in 2012, an 8% increase
was approved; and in 2013, a 4.5% rate increase was approved by the Board.
Since 2011, staff has installed fourteen additional WeatherTRAK controllers in several
City parks (Country Trail Park, Mountain Meadows Park, Campus Park, College View
Park, Glenwood Park, Poindexter Park, Tierra Rejada Park and Virginia Colony Park)
with the newer version controller, the Pro3. Nine of these were funded through the
Ventura County Rule program, which was a pass-thru grant with funding provided by
the Proposition 84 Integrated Regional Water Management Grant awarded to the
County of Ventura. The remaining five controllers were installed by the City once the
existing controllers had exceeded their life expectancy.
The Pro3 has several advantages over the Pro2, primarily the ability to stack run times.
In a traditional controller, as well as earlier versions of WeatherTRAK controllers,
irrigation valves are generally only able to run in sequence. This results in long run
times and in many instances, it does not allow a full cycle of irrigation to occur during a
normal watering window. The Pro3 has the ability to automatically stack smaller valves
and run them at the same time in order to reduce overall run times. Additionally, the
Pro3 has the ability to interface with a pump system. Arroyo Vista Community Park
(AVCP) is one of the last parks that has not been installed with the WeatherTRAK
controllers. This was due to the fact that the earlier versions of the WeatherTRAK
controllers were not compatible until now.
DISCUSSION
As mentioned previously, one of the attractive components of the Pro2 controllers is the
ability to receive real-time ETo data from the Internet via cellular signal. However, the
cellular signal of the Pro2 controllers was programmed for 2G cellular. With recent
upgrades of cellular signals to 4G and 5G, it is anticipated that the 2G cellular
equipment will cease to work sometime in 2020. Hydropoint did not anticipate or plan
for such a rapid progression in cellular technology, and unfortunately, the earlier
versions of the WeatherTRAK controllers have been installed with the cellular interface
programmed directly into the controller’s motherboard. There is not a way to upgrade
the controllers, aside from complete replacement.
663
Honorable City Council
06/03/2020 Regular Meeting
Page 4
The total cost to purchase new Pro3 controllers to replace the soon-to-be obsolete Pro2
controllers is approximately $179,000. However, the City purchased an extended 10-
year warranty when the controllers were initially purchased in 2011. Therefore,
Hydropoint is providing new Pro3 controllers to the City at no cost. The Pro3 controllers
will receive faster cellular signals and have been designed such that future upgrades in
cellular technology will not require a complete replacement of the controller. The new
controllers simply have an add-on device that can be replaced as the technology
changes.
Although HydroPoint will replace the controllers at their cost, the installation of the new
controllers will need to be paid for by the City. Additionally, each controller will need to
be programmed to maximize irrigation efficiencies. Programming is a relatively time
consuming process and requires running each irrigation system through a series of
tests once the controllers have been installed. Programming is also generally required
on an annual basis to monitor performance levels and ensure all irrigation system
components are functioning as designed. Historically, annual programming has been
completed by the Landscape Maintenance Specialist position assigned to the Parks,
Recreation and Community Services Department. This position has been vacant for
approximately two and a half years and has only recently been filled by a Senior
Maintenance Worker. Additionally, the Landscape/Parks Maintenance Superintendent
position that oversees the LMD’s has been vacant for approximately 18 months. Since
the existing WeatherTRAK controllers are overdue for this service, staff recommends
hiring a consultant to install the new Pro3 controllers, and program all new and existing
WeatherTRAK controllers that have been installed in the LMD’s and parks.
In addition, capital improvement project C0019 was funded by the City Council in FY
2017/18. This project was approved to complete the installation of new WeatherTRAK
controllers at the two remaining parks, Arroyo Vista Community Park (AVCP) and Miller
Park. Staff believes there is potential cost savings to have both the upgrade project and
the new installation project completed at the same time. Therefore, staff prepared a
Request for Proposal (RFP) for a consultant to perform the upgrade from Pro2 to Pro3;
install the new Pro3 controllers at Miller Park and AVCP; and program all of the
controllers. Two responses to the RFP were received: Brightview and Bird Dog
Landscaping and Irrigation, Inc. (Bird Dog). Staff is recommending entering into an
agreement with Bird Dog, as they submitted the most cost-effective proposal. Chris
Shreenan, owner of Bird Dog, worked as a product specialist for HydroPoint for many
years prior to opening his own consulting firm. Mr. Shreenan has the necessary
experience to install and program the WeatherTRAK controllers and is considered an
expert in the field. The consultant costs for programming and installation work is
$41,815. City Council approval of the Agreement is not required at this time, as the
contract value for this work falls within the City Manager’s signing authority.
664
Honorable City Council
06/03/2020 Regular Meeting
Page 5
The total cost to purchase the new controllers for Miller Park and AVCP, including
installation and programming is $54,288. The cost to install and program the upgrade
controllers in the parks is $8,104, for a total project cost of $62,392. Capital
improvement project C0019 appropriated $85,000 for this project. The project came in
under budget by $22,608.
Additionally, there is one controller that needs to be programmed at the Ruben Castro
Human Services Center (RCHSC) for a total cost of $593. Funding for this work is
included in the FY 2019/20 operating budget for the RCHSC.
The cost to upgrade and program the existing controllers in the LMDs is $23,719.
Funding is not currently appropriated for this work and a budget amendment is needed.
The total project cost for the Parks, Facilities, and LMD work is $86,704.
FISCAL IMPACT
As noted above, the costs for the new and upgraded controllers, installation, and
programming at the Parks and Facilities are already included in the FY 2019/20 budget.
However, the costs for the controller upgrades and programming in the LMDs were not
included in the FY 2019/20 budget. Staff is requesting an aggregate appropriation
increase of $24,000 from the following funds:
Fund Appropriation
84-2 Steeple Hill (2302) $2,400
84-2 Pheasant Run (2305) $1,200
84-2 Mountain Meadows PC3 (2310) $3,600
84-2 Carlsberg (2312) $3,600
Country Club Estates (2315) $4,200
Moorpark Highlands (2322) $9,900
Total $24,000
Based on current projected FY 2019/20 fund balance estimates, Fund 2302 and 2305
could potentially require an increased subsidy from General and Gas Tax Funds in the
amount of $3,600 at the end of FY 2019/20, which would be funded in FY 2020/21.
COUNCIL GOAL COMPLIANCE
While this action is not tied to a current City Council Strategic Priority, it does further
City Council Goals 3.4: Reduce costs through efficiencies; and 5.5: Enhance municipal
service delivery through proper maintenance of City facilities and programs.
665
Honorable City Council
06/03/2020 Regular Meeting
Page 6
STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED)
Adopt Resolution No. 2020-_____, amending the Fiscal Year 2019/20 budget for
Irrigation Controller Installation and Calibration.
Attachment: Draft Resolution No. 2020-_____
666
ATTACHMENT
RESOLUTION NO. 2020-_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2019/20 BUDGET BY APPROPRIATING $24,000 FROM
VARIOUS LANDSCAPE MAINTENANCE DISTRICT FUNDS FOR
IRRIGATION CONTROLLER INSTALLATION AND CALIBRATION
WHEREAS, on June 19, 2019, the City Council adopted the Operating and
Capital Improvement Projects budget for fiscal year 2019/20; and
WHEREAS, a staff report has been presented to the City Council requesting an
aggregate budget amendment of $24,000 for irrigation controller installation and
calibration in Landscape Maintenance District (LMD) Zone’s 84-2 Steeple Hill (2302) ,
84-2 Pheasant Run (2305), 84-2 Mountain Meadows PC-3 (2310), 84-2 Carlsberg
(2312), Country Club Estates (2315), and Moorpark Highlands (2322); and
WHEREAS, a budget amendment in the amount of $24,000 from the referenced
LMD Funds is requested to fund these services; and
WHEREAS, Exhibit “A”, attached hereto and made a part hereof, describes said
budget amendment and the resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment in the aggregate amount of $24,000 from 84-
2 Steeple Hill Fund (2302), 84-2 Pheasant Run Fund (2305), 84-2 Mountain Meadows
PC-3 Fund (2310), 84-2 Carlsberg Fund (2312), Country Club Estates Fund (2315) and
Moorpark Highlands Fund (2322), as more particularly described in Exhibit “A”, attached
hereto, is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 3rd day of June, 2020.
_____________________________
Janice S. Parvin, Mayor
ATTEST:
___________________________________
Ky Spangler, City Clerk
Exhibit A – Budget Amendment
667
Resolution No. 2020-_____
Page 2
FUND BALANCE ALLOCATION:
Fund-Account Number Amount
84-2 Steeple Hill 2302-000-00000-33990 2,400.00$
84-2 Pheasant Run 2305-000-00000-33990 1,200.00$
84-2 Mountain Meadows PC-3 2310-000-00000-33990 3,600.00$
84-2 Carlsberg 2312-000-00000-33990 3,600.00$
Country Club Estates 2315-000-00000-33990 4,200.00$
2322-000-00000-33990 9,000.00$
Total 24,000.00$
EXPENDITURE APPROPRIATION:
Account Number Current Budget Revision Amended Budget
2302-542-P0004-53000 41,688.00$ 2,400.00$ 44,088.00$
2305-542-P0004-53000 36,400.00$ 1,200.00$ 37,600.00$
2310-542-P0004-53000 78,994.00$ 3,600.00$ 82,594.00$
2312-542-P0004-53000 65,376.00$ 3,600.00$ 68,976.00$
2315-542-P0004-53000 99,632.00$ 4,200.00$ 103,832.00$
2322-542-P0004-53000 383,574.00$ 9,000.00$ 392,574.00$
Total 705,664.00$ 24,000.00$ 729,664.00$
Moorpark Highlands
EXHIBIT A
BUDGET AMENDMENT FOR
FY 2019/20
Fund Title
LMD FUNDS (2302), (2305), (2310), (2312), (2315), (2322)
668